Reviewing Vendor Account Details

The Vendor Details Inquiry in Acumatica provides a centralized overview of a vendor’s complete transaction history, including invoices, payments, credits, and balances. It is a quick tool for reviewing activity, verifying details, and troubleshooting discrepancies.

 This screen can be accessed several ways: by clicking the Vendor Details icon, selecting the Vendor Details menu link, using the Universal Search, or via the direct link on the vendor profile.

By default, the form displays only open vendor documents (those with the Open status). To view the full history, select the Show All Documents check box to include Closed documents. Selecting the Include Unreleased Documents check box will display any unreleased documents (those with the Balanced or Printed statuses).

Key Fields:

• Balance by Documents – The total balance calculated for all vendor documents that match the selected criteria.  This amount is equal to the Current Balance value minus the Prepayment Balance value.
• Current Balance – The vendor’s current overall balance as retrieved from the AP account history.  This value is the sum of the Balance by Documents and Prepayment values.
• Prepayment Balance – The current balance of vendor prepayments or the prepayment balance as of the end of the selected period.
• Balance Discrepancy – This is the difference between the Balance by Documents value and the sum of the Current Balance and Prepayment Balance values.
  NOTE: When Include Unreleased Documents is not selected, the Balance Discrepancy should be zero.  A nonzero discrepancy may indicate data inconsistencies. In this case, we recommend running the Recalculate Vendor Balances process to identify and correct issues.
  

Additional Reports

Vendor History

The Vendor History report provides a detailed summary of a vendor’s activity over a selected period, including beginning balances, purchases, payments, adjustments, and ending balances. It helps users review historical AP transactions, monitor vendor performance, and reconcile vendor balances. The report can be filtered by vendor, financial period, or other criteria to support audits, month-end processes, and ongoing AP management. If no vendor is selected in the report parameter, historical information for all vendors will display.

AP Balance by Vendor

The AP Balance by Vendor report displays the outstanding accounts payable balance for each vendor as of a selected date. It summarizes open documents—including bills, credit adjustments, and prepayments—to show the total amount owed per vendor. This report is commonly used for AP reconciliation, vendor management, aging review, and financial analysis.

Report Parameters:

• Report Format (dropdown menu)
  • Account Summary - Vendor’s total on documents that are open at the end of the reporting period.
  • Open Documents – List of the documents that are open at the end of the reporting period.
  • Open + Current Period – Documents that are open at the end of the reporting period, along with the documents posted or closed during the reporting period.
  • All Documents (Vendor Required) – Documents that have been posted before the end of the reporting period.
• Financial Period – The financial period for which information will be displayed.  A financial period must be selected from the list of periods, which contains all periods (including closed periods).  By default, the current financial period is used.
• Vendor – The vendor whose balances will be included in the report.  Either select a vendor from the list of active vendors, or make no selection to view information about all vendors.
• Include Applications – If selected, payment applications will be included on the report.